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PROCUREMENT FLOWCHART

ANNUAL
PLANNING PROCUREMENT
PLAN (APP)
PROCUREMENT
DIVISION
SOURCING & PURCHASE
ORDERING ORDERS &
CONTRACTS

RECEIPT & SUPPLIES &


STORAGE MATERIALS IN
GOOD CONDITION SUPPLY
OFFICE
MEET END-USERS’
DISTRIBUTION
SUPPLY
REQUIREMENTS
PLANNING
PROCUREMENT FLOWCHART

PLANNING

PREPARATION OF OFFICES,
ANNUAL PROCUREMENT PROJECTS,
PLAN (APP) PROGRAMS

WITHIN 3RD
QTR
Proc.
Office PRECEDING
CONSOLIDATION OF APP YEAR
BAC
Secretariat

APPROVAL OF APP Office of the


Pres.
PROCUREMENT FLOWCHART
PLANNING
REQ’D INFORMATION IN APP :
TYPE OF CONTRACT TO BE EMPLOYED
 EXTENT/SIZE OF CONTRACT SCOPES/
PACKAGES
 PROCUREMENT METHODS TO BE
ADOPTED
 TIME SCHEDULE OF EACH PROCUREMENT
ACTIVITY
 BUDGET ALLOCATED FOR EACH
 PROVISIONS FOR EMERGENCIES
 MAY BE UPDATED AS NECESSARY
 REQ’D FOR PROJECT IMPLEMENTATION
PROCUREMENT FLOWCHART
PLANNING
LOCAL FUNDING (GOP)
PRESCRIBED MODE
PUBLIC BIDDING BAC
ALTERNATIVE MODES PER RA 9184:
LOCAL SHOPPING
< 500,000
LIMITED SOURCE BIDDING Procurement
DIRECT CONTRACTING
> 500,000
NEGOTIATED PROCUREMENT BAC
REPEAT ORDER
PURCHASE THRU PS-DBM Procurement
Requisition
Processing
PROCUREMENT FLOWCHART
Requisition Processing

SUBMISSION OF APPROVED
End-user
PURCHASE REQUEST

VERIFICATION OF PR
AGAINST APP Procurement

SELECTION OF
BAC
PROCUREMENT MODE
PROCUREMENT FLOWCHART
PUBLIC BIDDING
PREPARATION OF INVITATION TO Procurement,
APPLY FOR ELIGIBILITY AND TO End-user
BID (IAEB) & BID DOCUMENTS

PRE- PROCUREMENT BAC, TWG,


CONFERENCE Procurement

REVIEW & APPROVAL OF


BAC, TWG
ITB & BID DOCUMENTS
Philgeps (min. 7
cal. Days, 1
ADVERTISEMENT Procurement nationwide
BAC Sec. newspapers

ISSUANCE OF BID Procurement


DOCUMENTS BAC Sec.
PROCUREMENT FLOWCHART
PUBLIC BIDDING

BID PREPARATION BAC Sec.

PRE-BID CONFERENCE BAC, TWG & BAC


Sec.

PREPARATION & ISSUANCE


OF BID BULLETINS BAC, TWG, BAC
Sec.

BAC, BAC Sec.,


BID OPENING (INCL. TWG &
ELIGIBILITY CHECK) Observers
PROCUREMENT FLOWCHART
PUBLIC BIDDING

BID EVALUATION REPORT & TWG


POSTQUALIFICATION

BAC RESOLUTION BAC, BAC Se.

Office of
APPROVAL & ISSUANCE the Pres.,
OF NOTICE OF AWARD BAC

Procurement,
PO/CONTRACT Signatories, &
PREPARATION & concerned
PROCESSING Offices
PROCUREMENT FLOWCHART
PUBLIC BIDDING

APPROVAL OF MAXIMUM
Signatories
PO/CONTRACT 15 C D

SUBMISSION OF Supplier MAXIMUM


PERFORMANCE SECURITY 7CD

ISSUANCE OF APPROVED
WITHIN 2
PO/CONTRACT & NOTICE Procurement CD
TO PROCEED

FORWARD SERVED
WITHIN 1
PO/CONTRACT TO Procurement
CD
SUPPLIER/BIDDER
PROCUREMENT FLOWCHART
PUBLIC BIDDING

PERIOD OF ACTION ON PROCUREMENT ACTIVITIES

GOODS INFRA CONSULTANCY

Earliest 28 CD 28 CD 34 CD
Possible Time

Allowable 114 CD 113CD 170 CD


Time
PROCUREMENT FLOWCHART
SHOPPING
PREP’N OF REQUEST FOR
Procurement
QUOTATION DOCUMENTS

REVIEW & APPROVAL OF


Procurement,
RFQ DOCUMENTS TWG

POSTING Procurement

Philgeps
ISSUANCE OF RFQ 7 CD
Procurement
DOCUMENTS

OPENING OF QUOTATIONS Procurement WITHIN


1 CD
PROCUREMENT FLOWCHART
SHOPPING
EVALUATION OF TWG, WITHIN
QUOTATIONS Procurement 3 CD

NOTIFICATION OF AWARD WITHIN


Procurement
1 CD

PO/CONTRACT Procurement WITHIN


PREPARATION & Signatories, 5 CD
PROCESSSING Others

APPROVAL OF WITHIN
Signatories
PO/CONTRACT 5 CD
PROCUREMENT FLOWCHART
SHOPPING

ISSUANCE OF APPROVED WITHIN 2


PO/CONTRACT & NOTICE Procurement CD
TO PROCEED

FORWARD SERVED
Procurement WITHIN 1
PO/CONTRACT TO
CD
SUPPLIER

NEEDS AT LEAST 3 QUOTATIONS


ESTIMATED TIME FROM ADVERTISEMENT TO
TURNOVER OF DOCUMENTS FOR DELIVERY

APPROXIMATELY 24 CD
PROCUREMENT FLOWCHART
ALTERNATIVE MODES
 LIMITED SOURCE BIDDING BAC
 BIDDING THRU DIRECT INVITATION TO PRE-
SELECTED SUPPLIERS
 HIGHLY SPECIALIZED ITEMS OR MAJOR PLANT
COMPONENTS
PREPARATION & APPROVAL OF BAC,
INVITATION TO APPLY FOR ELIGBILITY BAC Sec.
AND TO BID & BID DOCUMENTS

PROCEEDS
AS WITH
SELECTION OF PROSPECTIVE BAC,
USUAL
BIDDERS BAC Sec.
BIDDING
PROCESS

ISSUANCE OF INVITATION FOR BAC,


BIDS & BID DOCUMENTS TO BAC Sec.
Procurement
SELECTED BIDDERS
PROCUREMENT FLOWCHART
ALTERNATIVE MODES
 DIRECT CONTRACTING Procurement
 PRICE QUOTATION SECURED DIRECTLY FROM A
SPECIFIC SUPPLIER
 PROPRIETARY ITEMS (PATENTED OR COPYWRITED)
OR FROM EXCLUSIVE DISTRIBUTORS
 CRITICAL PLANT COMPONENTS

SUBMISSION OF QUOTATION &


CERTIFICATE OF EXCLUSIVE Supplier PROCEEDS
DISTRIBUTORSHIP WITH USUAL
PO/
CONTRACT
SUBMISSION OF CERTIFICATE PROCESSING
End-user
OF NO SUBSTITUTE
PROCUREMENT FLOWCHART
ALTERNATIVE MODES
 NEGOTIATED PROCUREMENT BAC
 2 BID FAILURES
 PURCHASE FROM ANOTHER GOV’T AGENCY
 EMERGENCY SITUATIONS
 TAKE-OVER OF CONTRACTS
 ADJACENT TO ON-GOING INFRA PROJECT
BAC,
IDENTIFICATION OF SUPPLIER Procurement

PROCEEDS
SCHEDULING OF NEGOTIATION BAC Sec,
WITH USUAL
MEETING Procurement PO/
CONTRACT
PROCESSING
BAC,
NEGOTIATION MEETING BAC Sec.
Supplier
PROCUREMENT FLOWCHART
ALTERNATIVE MODES
 REPEAT ORDER Procurement
 MADE WITHIN 6 MONTHS
 SAME PRICE
 WILL NOT RESULT IN SPLITTING OF CONTRACT
 NOT > 25% OF QUANTITY OF ORIGINAL PURCHASE

PROCEEDS
WITH USUAL
SUBMISSION OF UPDATED PO/
Supplier
QUOTATION CONTRACT
PROCESSING
PROCUREMENT FLOWCHART
ALTERNATIVE MODES
 PURCHASE THRU PS-DBM Procurement
 COMMONLY USED ITEMS IN GOV’T AGENCIES
AVAILABLE AT PS-DBM CATALOG
 PAYMENT MADE IN ADVANCE

VERIFICATION OF AVAILABILITY
Procurement
OF ITEMS (PS Virtual Store)

PREPARATION & APPROVAL OF Procurement,


AGENCY PROCUREMENT REQUEST Signatories

PREPARATION OF ADVANCE
Budget & Acctg.
PAYMENT VOUCHER
PROCUREMENT FLOWCHART
ALTERNATIVE MODES

PROCESSING OF ADVANCE
Budget & Acctg.
PAYMENT VOUCHER

REMITTANCE OF PAYMENT TO
PS-DBM

Prepared and Submitted by:


PROCUREMENT OFFICE